Overview

View a list of advance reports.

General

(upper pane)

View or modify specific information about the advance report.

Advance holder

View or modify the advance holder code.

Options

Enter the options for the advance report.

Officials

Select the details of the officials for printing in corresponding columns of the output advance report form.

Dimensions

(upper pane)

Select default values for each dimension that appears on transactions for the selected advance holder.

Lines

Enter and view the document date, document number, document name, amount, currency of the amount, amount confirmed by the documents, general ledger account to which the transaction will be posted, and a flag of the source of the advance report line.

General

(lower pane)

View specific information about the report line.

Setup

Enter and review of the sales tax group and the item sales tax group by line, setting of the expense code, indicator of over-rate amounts, and exchange rate of the transaction for currency transactions for an advance holder.

Dimensions

(lower pane)

View information about dimensions, such as department, cost center, and purpose.

Post

Post the advance report.

Rejection

Reject the advance report.

Print

Print the advance report.

Inquiries

Review factures and amounts calculated according to tax codes for an advance report.

Update facture

Select the data for processing the facture of the report.

Functions

Select how the report should be generated from one of the following options:

• Copy from sources– Displays a list of documents to post credit transactions from an advance holder. The date must be the same as the date of the advance report.

• Copy from expends– Displays a list of standard expenses.

Note
You can set up expenses in the Expend ratesform ( Accounts payable> Setup> Advance holders> Expend rates).

Transactions

Open the Adv. holder transactionsform to list the transactions for the advance report.

Sales tax

Review and correct the line taxes.

Date

Enter the date of the transaction.

Advance report

(upper pane)

Enter the advance report number.

Line No.

The identification of the advance report line.

Adv. holder

Enter the advance holder code.

Advance purpose

Enter the purpose of the advance report.

Advance status

The status of the advance report from one of the following options:

• Open

• Confirmed

• Posted

• Annulled

Amount

(upper pane)

Enter the advance report total amount.

Fully factured

Specifies if the advance report has been completely factured.

Firming date

The date of confirmation of the advance report by an authorized person.

Pre-date

The date that an advance report was accepted for verification by an authorized person.

Posting profile

The posting profile ID to reflect transactions for an advance holder.

Position

Enter the position of the official who should authorize the advance report.

Employee name

Enter the name of the official who should authorize the advance report.

Job title

Enter the job title of the official who should authorize the advance report.

Department

Select the default value for the advance report for this dimension.

Cost center

Select the default value for the advance report for this dimension.

Purpose

Select the default value for the advance report for this dimension.

Over rate

Select this check box to indicate a line with expenses above a definite standard amount.

Disbursement date

Enter the date of the document confirming the expense.

Document number

Enter the number of the document confirming the expense.

Document name

Enter the name of the document confirming the expense.

Currency

Select the currency code for an advance report line.

Confirmed amount of advance report

Enter the amount of the advance report confirmed by documentation.

Ledger account

The general ledger account to which the advance report expense will be posted.

Line type

The advance report line type displayed from one of the following types:

• Free– The line was created manually.

• Facture– The line was created using the Copy from sourcesfunction.

• Fixed– The line was created using the Copy from expendsfunction.

Description

A brief description of the transaction.

Reference

The link to a corresponding voucher transaction for an advance holder.

Amount

(lower pane)

Enter the total amount including taxes in the secondary currency.

(Total amount)

Amount

(lower pane)

The transaction amount in the default currency.

Sales tax group

Select the sales tax group for an advance report line.

Item sales tax group

Select the item sales tax group for an advance report line.

Prices incl. sales tax

Select this check box to include taxes in the amount for an advance report line.

Sales tax amount

The calculated sales tax amount in the sales tax settlement currency.

Expend code

The per diem expense code.

Quantity

Enter the number of days for the trip per diem expense.

Triangulation

Specifies whether the exchange rate is included in triangulation.

Exchange rate

Enter the exchange rate in foreign currency.

Secondary exchange rate

The rate of the secondary part of the currency calculation where triangulation is used.